Guide for Zoom Attendees and Hosts
At UCLA Health, we leverage Zoom for web and video conferencing. As we move towards communicating more frequently through online meetings and online training/instruction, it is important for us to commit to being good hosts and attendees. Whether we are in person or online, let’s commit to uphold CICARE and Cultural North Star values.
Show your Video
Use the built-in feature to share your video. This helps build relationships and provides a way to share non-verbal communication cues.
Make sure your full name is displayed in the participant panel so the other attendees know who you are. If you called in using your join, use the participant ID to associate your phone number with your login. If you are in a large meeting, or with unfamiliar attendees, say your name when you start to speak.
You can also add and share your preferred pronouns within your Zoom profile so that it is displayed along your name in meetings. Learn how to add pronouns to your profile →
Be an informed and empowered meeting host and take precautions to reduce your vulnerability to uninvited attendees.
Learn more about Zoombombing →
Please use this guide to join and host meetings via Zoom. If you are teaching or training, see our Guide to Remote Teaching for additional tips.
To join a meeting from your computer, simply locate the invite URL link provided by the host or join directly from the app or Zoom website.
If you do not have a link for the meeting, you will need a 9, 10, or 11-digit Meeting ID number to enter when prompted. Upon joining the meeting, you will be given an option to join the audio connection using your computer or a phone.
Although you do not need create a Zoom account to join a Zoom session, if you plan to join from a mobile device, you must first install the app from your device’s app store.
Quick Tips for Attendees
- Join a Test Meeting
If you are new to Zoom, before you have to join a meeting, you can join a test meeting and make sure your connection and audio works.
- Join using the Meeting ID Number
If you do not have an invitation email, you can join directly from the app or Zoom website. You will need a 9, 10, or 11-digit Meeting ID number to enter when prompted. Upon joining the meeting, you will be given an option to join the audio connection using your computer or a phone.
- Change/Add Your Name in the Meeting
If you need to change the way your name appears to others in the meeting, go to the participants panel and click or tap your name to see the “rename” option.
On a computer: Open the Participants Panel, hover over your name and click “rename”.
On a mobile device: Tap on the screen to display the meeting controls. Tap on the Participants icon and tap on your name to see the “rename” option.
In order to be a good meeting host, be sure to review how to schedule meetings. There are a number of setting that can be adjusted for your preferences by accessing your meeting settings within the Zoom Web Portal .
Remember to engage online attendees. You may want to make few basic requests when you initiate your meeting to help attendees understand their controls.
Mute themselves until they are speaking. Let them know they can use the following keyboard shortcuts to mute or unmute yourself. Additionally attendees can also use push to talk if they want to unmute themselves by holding the spacebar.
- Windows: Alt + A
- Mac: Shift + Command + A
Display their name in the participants list.
If an attendee wants to change the way their name appears, they can go to the Participants list and click or tap their name to see the “rename” option.
Computer: Open the Participants list, hover over your name and click “rename”.
Mobile device: Tap on the screen to display the meeting controls. Tap on the Participants icon and tap on your name to see the “rename” option.
Quick Tips for Hosts
- Allow Attendees to Join Before You
If you select join before host, then participants can join the meeting before the host joins or without the host.
If you do not select join before host, the participants will see a pop up dialog that says "The meeting is waiting for the host to join." If you are the host, there is a login button to login and start the meeting as the host.
- Invite Attendees to a Meeting
You can invite others to join a meeting through the Outlook plugin, through the desktop application or while you're meeting is occuring. Read more about how to invite others to join a meeting.
- Set a Personal Meeting ID
Your Personal Meeting Room is a virtual meeting room permanently reserved for you that you can access with your Personal Meeting ID (PMI) or personal link, if applicable. You can start instant meetings with your PMI, or you can schedule a meeting that uses your PMI. View instructions on setting your PMI.
- Allow a Delegate to Schedule your Zoom Meetings
Assigning a Delegate to Schedule Meetings
- Visit uclahs.zoom.us.
- Sign in with your Mednet username and password.
- Go to My Meeting Settings and click Add under Scheduling Privilege (near bottom).
- Type in the email address of the assigned scheduler(s). Use commas to separate multiple email addresses.
- Click Assign.
Scheduling a Meeting for Another Person
The user given scheduling privilege will need to logout of the Zoom client and login again for the scheduling privilege option to appear.
- Sign in to the Zoom Desktop Client.
- Click on the Schedule icon.
- Click Advanced Options.
- Click Schedule For.
- Choose the user you want to Schedule For from the dropdown menu.
- Mute or Unmute All Participants
You can mute and unmute all participants that are already in the meeting as well as new participants joining the meeting by navigating the participants list and selection the option at the bottom to Mute All. You will then be able to provide attendees the option to unmute themselves. Note: You can inform attendees they can use the space bar on their keyboard to quickly unmute themselves just while they speak.
- Allow attendees to share their screen
While in a meeting:
Enable screen sharing for your attendees during meeting.
- Make sure to click on "Share Screen" under the security tab to allow your participant to share their screen.
While creating the meeting:
Use the Meeting settings to allow anyone to start sharing when someone else is sharing.
1. Log into the Zoom Web Portal
2. On the lefthand navigation panel select Settings then In Meeting (Advanced)
3. Scroll down to the option to set Who can start sharing when someone else is sharing.
4. Select the option for All Participants.
- Turn off sound when attendees join or leave a meeting
- Use the Meeting settings to indicate sound when participants join or leave a meeting.
1. Log into the Zoom Web Portal
2. On the lefthand navigation panel select Settings then In Meeting (Basic)
3. Scroll down to the option to set Play sound when participants join or leave
4. Select the option for Heard by host only..
- Make your Zoom Meetings more secure
For meetings with sensitive information, we recommend practicing more privacy measures to ensure only your intended guest can join. You have three key options to make a Zoom meeting private:
- Require a meeting password - Set a password for your guests to enter. Good increase in security, but requires you to distribute the password.
- Use the waiting room - Control when your guests are admitted to the meeting. Best for smaller meetings.
- Require authentication to join – If the meeting is internal to Mednet users, restrict access to authenticated users. If your meeting will include external collaborators, do not use this option and enable a password instead.
- Check out these links to learn how to make your events run smoothly:
- My video/camera isn’t working →
- I don't have the best backdrop for a meeting. What can I do? →
- Can I test my computer or device audio before I launch? →
- How do I mute and unmute attendees? →
- There's an audio echo →
- How do I share my screen? →
- Can I schedule a Zoom meeting in Outlook? →
- Can I schedule a meeting for someone else through Outlook? →
- Can I share or transfer hosting duties to other people in my group or department? →